Project Coordinator

TX-HHSC-DSHS-DFPS•Austin, TX

30d•$4,523 - $5,585•Onsite

About The Position

This position is open to U.S. Citizens and permanent residents. This onsite role requires the selected candidate to work from an HHS office in Austin, Texas. The Program Specialist V, Project Coordinator provides foundational portfolio and project coordination, oversight documentation, reporting, and compliance support within the IT Customer Experience & Delivery organization, ensuring IT initiatives are managed with high visibility, predictability, quality, and alignment to business goals. The position supports the planning, development, editing, quality assurance, and approval routing of executive-ready oversight deliverables required for project approval and state/federal financial participation and drives timely resolution of questions and issues raised during review cycles. The role serves as an advisor to IT project managers and cross-functional IT enablement partners by translating state/federal oversight expectations into actionable guidance, and by supporting effective project controls, performance monitoring, and risk/issue escalation to strengthen project outcomes across assigned portfolios. The Project Coordinator supports accurate and consistent project health and performance reporting, including the production of clear executive-level status narratives and the continuous improvement of data quality and portfolio analytics used for decision-making. The position coordinates compliance activities and communications with the State’s Quality Assurance Team (QAT) using the DIR project delivery framework, supports required reporting submissions (including monitoring and quarterly reporting). This role contributes to targeted training and outreach—supported by job aids and tool-focused guidance—to improve stakeholder understanding of oversight requirements, timelines, and quality standards, while improving repeatable processes and technology-enabled solutions that increase efficiency and strengthen governance.

Requirements

Knowledge of applicable federal and state laws, rules, policies, and procedures related to IT project oversight and compliance.
Knowledge of portfolio, project, and governance standards, controls, and escalation processes.
Knowledge of project management lifecycles and DIR project delivery framework requirements, including QAT oversight.
Knowledge of performance monitoring, risk/issue management, and quality assurance methodologies.
Skill in coordination and preparation of required project oversight and compliance deliverables.
Skill in the development of clear, accurate, and executive level external oversight reporting.
Skill in analysis of portfolio data to identify risks, issues, and trends.
Skill in using project/portfolio tools and reporting tools (e.g., PPM systems, and Microsoft Office).
Ability to interpret and apply oversight guidance to ensure compliance and audit readiness.
Ability to manage competing priorities and deadlines in a structured oversight environment.
Ability to communicate effectively with leadership, project teams, and oversight partners.
Ability to work independently while exercising sound judgment and professionalism.
Ability to support continuous improvement by standardizing workflows and leveraging technology-enabled solutions.
Degree from a 4-year university is preferred. Bachelor’s degree in business administration, technology, healthcare, or related field OR equivalent combination of education and directly related experience on a year-for-year basis.
Experience in writing, editing, and presenting project deliverables / documents for an executive level audience in a large company or organization.
Experience with Information Technology projects is preferred.

Nice To Haves

Project Management Professional (PMP) and/or Certified Associate in Project Management (CAPM) is preferred.
Certified Texas Contract Manager (CTCM) is preferred.

Responsibilities

Supports the end-to-end coordination, development, and submission of project oversight documentation required to obtain and maintain project approval and financial participation from state and federal oversight authorities. This includes gathering and validating input from project teams and stakeholders, drafting/editing documents for completeness, accuracy, and clarity, coordinating internal quality review, routing for approvals, monitoring review status, and supporting the resolution of comments and issues. Reviews documentation packages for quality and submits within required timeframes, while maintaining organized records that support audit readiness, traceability, and continuity across the project lifecycle.
Coordinates with the State’s Quality Assurance Team (QAT) to support compliance with required QAT reporting standards. Participates in discussions with QAT, coordinates responses to questions/issues, ensures required reporting packages are accurate and defensible, and enters project performance information into the SPAR system with attention to detail. Works cross-functionally with project managers, governance partners, and portfolio stakeholders to ensure external reporting aligns to internal project status, and that compliance obligations are met while protecting the agency.
Performs portfolio-level monitoring of project performance, quality, and risk to promote high-performing projects and predictable delivery outcomes. Reviews project status updates for quality and risk signals, identifies trends or emerging issues, and proactively escalates risks/issues to PMO leadership and appropriate governance channels. Supports project control activities across key lifecycle moments (initiation, corrective actions such as “go-to-green,” changes, and closure) by coordinating required artifacts, recommending corrective actions, and tracking follow-through. Contributes to project performance & reporting functions in governance and cross-coordination forums to ensure risks, decisions, and commitments are visible, documented, and actioned.
Ensures project and portfolio reporting is produced efficiently, accurately, and consistently across the assigned portfolio(s). Supports data-quality practices within the project/portfolio management system by performing routine portfolio analysis, validating project health reporting, and influencing project managers to maintain high-quality data through regular engagement. Develops and maintains subject matter expertise in project management toolsets (e.g., PPM, dashboards and reporting platforms such as Power BI, document approval/routing tools, and other emerging technologies) to strengthen reporting reliability and stakeholder transparency. Produces portfolio performance summaries and visualizations that enable leadership decision-making and create consistent understanding of portfolio status.
Provides front-line project performance and coordination services for assigned portfolios by triaging, analyzing, resolving, and responding to project management support requests, and by liaising with IT enablement partners (CTO, BRM, CISO, Application Development, Infrastructure Services, etc.) to influence sound decisions and remove blockers. Supports the coordination, scoping, analysis, and estimation of new IT proposals that form the future project pipeline. Facilitates and documents meetings by capturing notes, action items, and decisions and publishing outcomes to stakeholders. Participates in process improvement initiatives that enhance operational efficiency, strengthen governance, and leverage automation/AI-enabled solutions where appropriate. Develops and delivers targeted training, job aids, and outreach sessions to project managers and cross-functional IT stakeholders to reinforce oversight expectations, reporting timelines, data-quality standards, and QAT/SPAR compliance requirements across assigned portfolios.